Exhibition cargo handling tips

When you want to hold a successful exhibition, the way you handle every detail is important. No issue is small enough to neglect. That is why you need to know everything about exhibition cargo. Whatever the nature of your business or collection, there are simple rules which you can follow. These rules are guidelines on holding a trade show without a flaw. While you need to hire professionals for help, there are also things you can do yourself to ensure a smooth exhibition. We have gathered expert advice from those who have done it multiple times. Read our guide in order to learn the proper ways of exhibition cargo handling.

Start planning exhibition cargo handling early

Preparation is key for any successful exhibition. You need to start planning a couple of months in advance in order to not forget any crucial details. First of all, you need to prepare your cargo. If your items are valuable, you should protect them as best as you can. You don’t want to risk any damage to your product, especially if it is valuable artwork. Secondly, if your shipment is an international one, you need to familiarize yourself with the laws and regulations of that country. You don’t want any unpleasant surprises on the day of your exhibit.

Exhibition cargo handling takes time and planning.
Start organizing as soon as you know about the exhibition.

When shipping valuable items, project cargo is the best way to go. This type of shipment ensures not only that you receive your shipment in the time agreed upon, but also that your items are stored properly and intact.

Reliable freight forwarders are crucial

When you want to ship your exhibition cargo, it is a good idea to use a freight forwarder. They will make sure that your items arrive on time and are ready for the show. While this service is not among the cheapest, you will realize that it is worth every penny. However, you need to make sure that the company you are using is reliable. During the preparation, do research on multiple companies. Check their customer reviews and, if possible, call some of their clients. This will give you the peace of mind you need in this stressful time. Next, check to see if they have all the qualifications necessary for your shipping needs. No point in hiring a company that is not equipped to handle such shipments.

If you want to know the specific characteristics of reliable freight forwarders, take a look at this list:

  1. They have experience with transport via road, air, rail, and sea
  2. The company can offer you cargo storage for your needs
  3. They are licensed and registered and are operating legally in every country they ship to
  4.  Open to negotiations in regards to shipping costs
  5. They can assist you will all the documentation you will need
  6. They can transport the cargo directly to you

While these seven traits are all important, not all of them are necessary to make a reliable freight forwarding company. Just be sure that whomever you hire has the skillset as well as the flexibility to make your exhibition go smoothly. They are there to help you, not make your job harder.

Different types of shipping when handling exhibition cargo

The sooner you start planning your exhibition cargo handling, the more time you will have for your items to ship. Depending on your timeline, there are different ways to transport your exhibit goods. The four ways you can choose from are by air, road, rail, or sea. Here are the basics of each of these types of forwarding:

Exhibition cargo handling by sea

You need to plan your shipment according to the size of your cargo. If you have a large number of items, sea freight is the best option for you because it can handle the highest volume. It is also a good choice if you are shipping machinery abroad. On the other hand, this type of shipping also takes the longest amount of time. When dealing with large volumes, it can pay off to start planning on time. This shipment can save you money, but only if you are not in a hurry. Moreover, the weight of your cargo will not be a problem, since sea freight can handle both large sizes and heavy weight.

By Air

Entering an exhibition last minute happens to the best of us. You don’t always have the luxury of planning it months in advance. This can often lead to stress and disorganization. However, if you are in a crunch, the best way to ship your goods in by air. This is also the ideal solution if you are shipping perishable or frozen foods and other items in your collection or your products that can go bad. Air freight is reliable because you will know that your exhibition cargo will arrive on time that is promised, so there will be no surprises. This type of freight also ensures that your cargo is not handled too much, so there is a lesser chance of damage.

Air freight is more expensive, but also more reliable.
Your shipment will surely arrive on time if you choose air freight.

On the other hand, this is also the most expensive type of shipment. However, you cannot put a price on a successful exhibition, especially if your business or company depends on it.

Exhibition cargo handling by rail

Although many consider this an outdated way to ship goods, trains are still reliable as well as more affordable than air freight. You can ship large quantities of exhibition cargo by rail freight transport. It is also a great option if your exhibition is not close to your home or company headquarters. Additionally, many companies opt for this type of transport due to its eco-friendly nature. However, for short-distance freight, road shipping is more affordable than rail, so you should consider this option instead.

Trains can handle very heavy cargo.
For long distances, rail freight is the best solution for you.

By Road

There are many factors that go into exhibition cargo handling, and weight is one of them. If you have many heavy items, then freight forwarding by road is not the best option. On the other hand, it can be the right choice if you want a full door-to-door service, as this is exactly that. Also, it is among the more affordable types of forwarding, so you will save more money. You just need to be prepared for the amount of paperwork it would take for this way of shipping.

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